Minutes - draft

Draft minutes of the meeting of the Finance Committee held at 2.00 p.m. on 17 April 2008 at 10 Dean Farrar Street, London, SW1H 0NY.

Present

Members

• Graham Tope (Chair)
• Richard Sumray (Deputy Chair)
• Reshard Auladin
• Dee Doocey
• Elizabeth Howlett
• Aneeta Prem

MPA officers

• Catherine Crawford (Chief Executive)
• Ken Hunt (Treasurer)
• Jane Harwood (Assistant Chief Executive)
• John Crompton (Committee Services). 
• Sally Benton (Policy Adviser to the Chief Executive and Corporate Information Officer) attended for agenda item 7.

MPS officers

• Ailsa Beaton (Director of Information)
• Paul Daly (Director of Exchequer Services)
• Simon Hart (Acting Director of Finance Services)
• Karim Mahamdallie (Director of Business Support)
• Anne McMeel (Director of Resources)
• Gabrielle Nelson (HR)
• Franca Oliffe (Practice Manager DLS)
• Steve Roberts (Deputy Director, HR)
• Mark Simmons (Commander, Territorial Policing)
• Edward Solomons (Director of Legal Services)
• David Willis (Property Services).

150. Apologies for absence

(Agenda item 1)

Apologies for absence were received from Richard Barnes, Faith Boardman and Rachel Whittaker

Members referred to the fact that this was the last meeting of the Committee at which Graham Tope would be in the Chair, having held this position since the inception of the MPA. Members paid tribute to him for the courteous and effective way in which he had conducted proceedings. The Chief Executive said she also wished to thank Graham Tope for the support that he had given her.

In returning thanks, the Chair paid tribute to the members and officers for their contribution to the progress that had been made in securing a sound financial footing for the MPS. He also referred to the fact that this was also the last meeting of the Committee that Elizabeth Howlett would be attending.

151. Declarations of interests

(Agenda item 2)

There were none.

152. Minutes of the meeting held on 21 February 2008

(Agenda item 3)

Resolved - That the minutes of the meeting held on 21 February 2008 be agreed and signed as a correct record.

153. Revenue and capital budget monitoring 2007/08 – period 11

(Agenda item 4)

This report provided an update on the revenue and capital budget monitoring position for 2007/08 at period 11 (to the end of February). The revenue budget is forecast to underspend by £18.6m (0.6% of budget), which includes £5.4m of estimated additional costs related to Operation Seagram. The capital programme as at period 11 shows year to date total expenditure of £110.2m. This total represents 61.3% of the revised annual budget. The forecast for the year of £154.9m is £24.9m below the revised budget of £179.8m (£129.3m below the original annual budget of £284.2m).

Resolved – That- the year to date and forecast position for revenue and capital budgets be noted.

154. Provisional MPS/MPA efficiency plan 2008/09 – 2010/11

(Agenda item 5)

This report sets out the financial aspects of the provisional MPS/MPA Efficiency Plan for the period 2008/09 – 2010/11.

Resolved – that

1. the provisional plan as set out in Appendix 1 be noted
2. the process for providing in-year updates be noted.

155. Police Property Act Fund

(Agenda item 6)

This report provided a summary of the 2006/07 annual accounts, the 2007/08 grant budget outurn and proposals for the allocation of the 2008/09 grant budget.

The Director of Exchequer Services reported that since the report was drafted, there had been further take up which meant the total spend was over 95%. The revised Appendix is appended to the minutes.

Resolved - That

1. the report on the 2006-07 annual accounts for the Police Property Act Fund be noted;
2. the outturn of the 2007-08 grants budget as amended be noted; and
3. consider proposals for the allocation of the 2008-09 grants budget.

156. London European Office Partnership annual update

(Agenda item 7)

This report updates members on work delivered by the London European Office during the first full year of partnership with the MPA and MPS and contained information on the EU Oversight Group, European funding bids, policy development and forthcoming work plans. Funding to the partnership for 2008/09 have been met from the MPS Resources Directorate budget.

The Chair referred to an event that was being held at Empress State Building that day. He had found the morning session very worthwhile as it was designed to raise awareness of EU matters to MPS business managers.

Resolved – That-

1. the report be noted;
2. the EU Oversight Group provide the scrutiny function for the Authority on the London European Venture Partnership agreement and other European matters affecting the MPA and MPS and the terms of reference be noted;
3. subscription to the London European Partnership for 2008/09 and work-plans be agreed; and
4. funding to the venture partnership be agreed in principle on a long-term basis under the annual review of the Oversight Group.

157. Operation Reclaim

(Agenda item 8)

This report sets out the benefits of a roll out of the power of seizure to all Territorial Policing (TP) officers, and recommends the deployment of staff, resources and equipment to enable the operation to work efficiently and to generate additional income.

Resolved – That roll out of the power of seizure to all TP officers be supported

158. Review of the Metafor business case

(Agenda item 9)

The Committee received a report that asked members to note the re-profile of the capital and revenue elements of the METAFOR business case upon the recommendation of MPS Finance Services. This was following direction from the Capital Programme Review Board and subsequent review of the business case by Investment Board on the 25 March 2008. The Programme requested an increase in capital funding to £13.8M. To counterbalance this, the revenue funding required will decrease to £0.6M. No additional funding is required as the current programme remains within the £14.4m total of the revised business case. The report sought approval to authorise the re-issue of an Invitation To Participate in a Mini Competition (ITPMC).

Resolved – That

1. the re-profiling of the approved budget for the METAFOR Programme be noted;
2. approval be given to the re-issue an Invitation To Participate in a Mini Competition (ITPMC) ;and
3. it be noted that the revenue savings from the reprofiling will be retained corporately to fund the revenue implications of the future capital programme.

159. Routine contracts

(Agenda item 10)

This report sets out the latest version of the Routine Contracts Programme, which provides members with detail on the contracts above £1m that the MPS wishes to let over the next twelve months on a rolling programme as well as details of those contracts let since the last report. The programme only covers the known routine renewals and not the emergent requirements that will continue to be dealt with under the current arrangements and brought to Committee where required.

Resolved – That the latest version of Routine Contracts Programme be approved authorisation given to place OJEU advertisements where appropriate.

160. Exclusion of press and public

(Agenda item 11)

Resolved - That under section 100A(4) of the Local Government Act 1972 the press and public be excluded from the meeting for the following items of business on the grounds that they involved disclosure of exempt information as detailed in paragraph 3 of Schedule 12A to the above Act.

Summary of decisions made on exempt items

Minute 161 agenda item 12 – Exempt appendices to Routine Contracts Programme
Information noted

Minute 162 agenda item 13– electronic document and records management (EDRM) – procurement of a software licence framework
Approval given to the award of a 4-year framework contract.

Minute 163 agenda item 14 – extension to Arqiva radio services contract
Agreed to a final extension to the contract.

Minute 164 agenda item 15 – procurement of future radio services contract
Recommendations adopted.

Minute 165 agenda item 16 – Command and control infrastructure upgrade
Information noted.

Minute 166 agenda item 17 – Microsoft Enterprise Agreement
Agreed to extend an existing contract.

Minute 167 agenda item 18 - Supply and delivery of creative recruitment services
Approval given to the award of a three-year contract.

Minute 168 agenda item 19 – MPS Sports Clubs
Recommendations relating to the incorporation of the sports club were agreed.

Minute 169 agenda item 20 - Legal services contracts
Contracts were awarded for individual lots to those firms identified through the procurement process

Minute 170 agenda item 21 - Provision of forensic analysis of electronic devices
Approval given to re-tendering for the provision of forensic analysis of electronic devices under the full EU competitive tender process and approval given to the extension of the current contract.

Minute 171 agenda item 22- Exempt minutes of the meeting held on 21 February 2008
Agreed and signed as a correct record.

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